OpenText Extended ECM - Business Workspaces - OpenText Extended ECM - Content Server Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Business Workspaces and OpenText Extended ECM - Content Server

1. Project Workspace to Central Content Repository Synchronization

Direction: OpenText Extended ECM - Business Workspaces ? OpenText Extended ECM - Content Server

Project teams work in a business workspace tied to a project record, while final approved documents are automatically stored in Content Server as governed project records. This supports a clean separation between active collaboration and long-term content control.

• Project plans, meeting notes, and deliverables are created in the workspace
• Approved versions are promoted to Content Server with retention and classification rules
• Project managers retain context while records teams maintain compliance

Business value: Reduces duplicate filing, improves records governance, and ensures project content is preserved according to policy.

2. Customer Case File Assembly for Service Operations

Direction: Bi-directional

Customer service teams use a business workspace to manage an active case, while Content Server stores supporting correspondence, signed documents, and historical case artifacts. The workspace provides the operational view, and Content Server provides the authoritative repository.

• Case notes and action items are managed in the workspace
• Emails, attachments, and evidence documents are archived in Content Server
• Case status updates in the workspace can trigger content filing or retrieval

Business value: Gives agents a complete case view while ensuring evidence and customer records are securely governed.

3. Contract Collaboration and Final Record Archiving

Direction: OpenText Extended ECM - Business Workspaces ? OpenText Extended ECM - Content Server

Legal and procurement teams collaborate on contracts in a workspace linked to a supplier or customer object. Drafts, redlines, and approvals remain in the workspace during negotiation, then the executed contract is archived in Content Server as the official record.

• Multiple stakeholders review and comment on contract drafts in the workspace
• Approval workflow completion triggers final contract storage in Content Server
• Metadata such as supplier, term, and renewal date is carried into the repository

Business value: Improves contract cycle control, supports audit readiness, and simplifies renewal tracking.

4. ERP or CRM Object-Linked Document Access

Direction: OpenText Extended ECM - Content Server ? OpenText Extended ECM - Business Workspaces

When users open a customer, vendor, or order record in an ERP or CRM-connected workspace, relevant documents are surfaced from Content Server based on metadata and business object relationships. This gives users immediate access to governed content without searching the repository manually.

• Invoices, purchase orders, and correspondence are retrieved from Content Server
• Workspace displays content in the context of the business object
• Users can open, review, and act on documents without leaving the business process

Business value: Reduces time spent searching for documents and improves decision-making in operational teams.

5. Records Management Handover from Active Workspace to Controlled Archive

Direction: OpenText Extended ECM - Business Workspaces ? OpenText Extended ECM - Content Server

Operational teams manage active work in a workspace until the business activity is complete. At closure, the workspace content is transferred to Content Server for retention, legal hold, and disposition management.

• Active documents remain easy to edit and collaborate on during the process
• Closed content is moved to a controlled archive with retention rules
• Audit trails and metadata are preserved during the transfer

Business value: Supports compliance while keeping day-to-day work efficient and uncluttered.

6. Cross-Department Approval Workflow with Shared Content Access

Direction: Bi-directional

Finance, legal, operations, and compliance teams collaborate through a workspace while Content Server stores the supporting documents used in approvals. The workspace orchestrates the process, and Content Server provides secure access to source documents and final approved outputs.

• Supporting files are pulled from Content Server into the workspace for review
• Approvals and comments are captured in the workspace workflow
• Final approved packages are written back to Content Server for recordkeeping

Business value: Speeds up multi-step approvals and creates a single governed record of the decision process.

7. Audit and Regulatory Evidence Package Management

Direction: OpenText Extended ECM - Content Server ? OpenText Extended ECM - Business Workspaces

Compliance teams assemble audit evidence in a workspace by pulling controlled documents, policies, and historical records from Content Server. The workspace becomes the working area for audit preparation, while Content Server remains the system of record.

• Policies, logs, and signed attestations are retrieved from Content Server
• Auditors and internal stakeholders review evidence in a structured workspace
• Completed audit packages are stored back in Content Server with retention controls

Business value: Shortens audit preparation time and ensures evidence is complete, traceable, and defensible.